Scanning Documents in Fountain Valley

Businesses across Southern California use document scanning to digitize records into electronic documents. Once in a digital format, documents are a lot easier to manage. If a document is needed it is available with a basic computer query, and access to any file can be limited to particular employees. Access must be controlled to eliminate the chance of workers stealing the personal information of employees and customers. Every record has a lifespan, and an EDM system can automatically erase outdated records.

If you are looking to install an electronic document management system, the first step is to work on a record destruction plan. Decide how long you want to keep each type of document. Then determine who needs access to each one. These guidelines should be distributed to every worker. 

Once you have a plan it is time to destroy your unwanted records. Have anyone who maintains your Fountain Valley company’s records clean out documents that should be retired. Also provide shredding cans around your office. Ask workers go through their personal records with the official document management policy and shred documents that are no longer needed.

Step three is to figure out what documents are likely to be needed in the future. The economic benefits of document scanning increase the more often the document is used and shared. If it is unlikely to be used again, then keeping the original document is the best option. Everything that remains is what you need to scan.

Now it is time for the physical act of scanning. You can purchase equipment and give the work to your employee or contractor. Or you can hire a scanning service. If you have a small amount then assigning an employee to do the job will work. But the more documents you have, the longer it will impede your normal business routine.

Fountain Valley Paper Shredding makes the conversion project easy. Our contractors own high speed scanning equipment and have employees who handle this work daily. They index the documents and then destroy them.